Forum Discussion
Teams Copilot - Adoption Best Practices
Let's say you have a great organizational adoption strategy that initially includes a team of "early adopters" who have copilot features activated. In addition to learning how to use, you want to make sure you capture best practices, dos and don'ts. I'm interested in hearing from folks about kinds of best practices that come up around using the meeting notes (e.g. making your meetings all on the record, use of the metrics from meetings that are generated, etc). Less about the how-to, but more about the cultural norms that need to be adopted or at least stated intentionally.
-How do you articulate the benefits and encourage use?
-What are some the potential downsides?
Thoughts?
4 Replies
Hi Beth
I came across this interesting example of 'what not to do' the other day:
An organisation’s HR team invites a Senior Operations Manager to a meeting via Teams to provide an update on an internal conduct investigation involving one of the Manager’s staff.
The Manager realises at the last minute that they cannot attend so asks Copilot to ‘follow’ the meeting to receive a recap of what was discussed.
The HR team joins the meeting and see a message from the Manager that they can’t attend. They decide that without the Manager, there is no point discussing the matter but, since they have all set aside 30 minutes for the meeting, they decide to use this time instead to discuss another matter – relating to a different member of staff’s request for family violence leave.
The next day, the Manager sends a prompt to Copilot on Teams asking “what were the main points discussed at the meeting?” Copilot responds with a summary of the details about the other staff member and her request for family violence leave.
If the meeting organiser removed the manager from the meeting - would this disable Copilot's ability to 'see' the meeting? Is the best practice here to create a new meeting? 🤔
That's a great question and scenario --- something happens to the attendance and impacts the meeting agenda at the last minute and that influences whether or not you want transcription, recording, or a meeting summary. This https://support.microsoft.com/en-us/office/welcome-to-copilot-in-microsoft-teams-725be278-ffce-4e22-90e8-0a6ef95bf4a2 explains the various settings.
I also read that there is an option to set up a https://support.microsoft.com/en-us/office/use-copilot-without-recording-a-teams-meeting-a59cb88c-0f6b-4a20-a47a-3a1c9a818bd9But you still be able to use to create a summary during the meeting. The link shows the different settings and options and explains in the FAQ.
How to Use Copilot Without Recording A Teams Meeting
https://support.microsoft.com/en-us/office/use-copilot-without-recording-a-teams-meeting-a59cb88c-0f6b-4a20-a47a-3a1c9a818bd9
FAQ - Copilot in Teams
https://support.microsoft.com/en-us/office/frequently-asked-questions-about-copilot-in-microsoft-teams-e8737767-4087-4ae6-b1d8-10264152b05a
These are the types of scenarios that I think it might be useful to think through and with the IT admins for default setting. Is the default to be turned on all the time and the team turns it off. Or is the default off and the group agrees to turn it on. For many meetings where confidential or private information is NOT being discussed, the default on is useful so people don't have to remember to turn it on. But for meetings where private or confidential information could potentially be exposed to others, it might be better for default off.
I think that initially everyone in the organization needs some training or introduction and discussion about the the features of copilot in teams meetings - and showing how useful they are (they are useful!) but also discussing the potential pitfalls.
Maybe in the beginning of adopting it, there is a ritual at the beginning of the meeting to remind people about the use of recording and transcription - and remind them of some of the useful features.There are also differences between https://www.google.com/search?q=copilot+in+teams+meeting+premium+teams&oq=copilot+in+teams+meeting+premium+teams&gs_lcrp=EgZjaHJvbWUyBggAEEUYOTIHCAEQIRigATIHCAIQIRigATIHCAMQIRigATIHCAQQIRigATIHCAUQIRigAdIBCDkwOThqMGo3qAIAsAIA&sourceid=chrome&ie=UTF-8#fpstate=ive&vld=cid:508bb4eb,vid:hGEq0A14wvs,st:452 and the features.
I just saw this new Teams feature: https://www.linkedin.com/posts/benceorban_an-important-copilot-in-microsoft-teams-update-activity-7200844273016090624-wR-o
From the roadmap: https://www.microsoft.com/en-au/microsoft-365/roadmap?filters=&searchterms=394688
"Meeting organizers can manage access to meeting artifacts such as meeting transcripts, recordings, AI-generated recap, and Copilot
Introducing a new meeting option that gives meeting organizers the flexibility to manage which attendees have access to meeting artifacts such as transcript, recording, AI-generated recap, and Copilot. Meeting organizers can select from three options: (1) People with existing access, (2) Organizers and Co-organizers, or (3) Specific People."
